Important: the new conversation templates will be live from the 17th of January 2019.
In this tutorial you will learn how to create a conversation template based on a common real life example: the yearly performance review. You will learn how to create the template, what a push is and how to follow up whether or not the assigned users have conducted the conversation.
I want to create a template for the yearly performance review. I want my users to follow a carefully selected set of questions and I want them to conduct the conversation during a certain timeframe. How do I start?
I start by creating a template. This is a model on which every conversation that will be conducted will be based. You can find more information about conversation templates in this helpdesk article.
To create a template click the 'New Template' button in the top right corner of the page. You can find this by going to Studio > Conversations > Templates.
This will open a new window where you can setup your template. I start with giving my template a name and an informative description to help users understand what the template is for. In this case I name my template (obviously) 'Performance Review'. In the description I tell my users that they can use this template to conduct the yearly performance review with their team members.
Next up are the conversation steps. As I want my users to have a conversation based on a set of questions I select Conversation as the first step. The next step is to discuss the feedback and praise that person has received during the year, followed up with a review of his/her objectives.
Finally I want them to write down a summary of the conversation which I can consult after the conversation has been done.
Now I want to setup the conversation. As this is a yearly performance review I want to choose questions which are relevant to the situation. I start by selecting the topics around which the conversation should be centered. In my example I select 'Long-term ambition' and 'Looking back'
This will already filter out all irrelevant questions for me when I want to import questions from the library. I then select the questions I think are important to discuss during the conversations.
I can now set up some extra permissions regarding the question management. Underneath the selected question you will find a couple of options that will help you enforcing some kind of control over the conversation flow. As I want a certain uniformity across all conversations, I don't allow users to add or remove questions during the conversation process. I leave this option unchecked. I also want users to thoroughly prepare before starting the conversation, so I check the 'Users should prepare the questions before the conversation occurs' option.
I feel like it's important that team leads can freely write their preparation, so I uncheck the 'Regular users can start the conversation themselves' option as this would otherwise give team members access to the team leader's preparation.
As the content of the questions are very important in this situation it doesn't make sense for me to check the 'Randomly add questions from the choses topics' option.
Almost at the bottom we'll find the Permission to conduct component. I want to decide myself when this template becomes available and only for a selected group of users, so I enable the first toggle to make this available through push and disable the second toggle. That one would make the template available from the conversation overview, which I don't want for this specific template.
Finally we have the Viewing rights. I want to be able to see the summaries so I can collect the most important takeaways. Other than that the conversation should remain private except for the people involved, so I'm letting the second option unchecked.
We're all set! We can now click the Save Changes button the bottom right to finish the setup. It will then ask me whether I want to activate the template. As I'm about the create a 'push' right away, I want this option enabled.
When finished, I'm being redirected to the templates page. There I now see my new template in the list. Next step is to assign this template to my users.
Step 2: 'Push' the template to users
In the above list I now click the 'Push' option for my newly created list. This will open a new window where I can set the name of the push and the timeframe in which I want these conversations to be conducted.
I give my push a clear and self-explanatory name: 'Performance Review 2018'. I then set the timeframe from halfway December to the end of January 2019. When I'm satisfied with these settings I click the 'Assign Users' button.
I'm redirected to the pushes tab, where I now see my newly create 'push'. I click Assign Users to push my template to a group of users.
I get two options to assign users. By importing them from a previous push or by manually selecting them. As this is my first push I choose the second option.
In the list of users, I need to select the users with whom a conversation should be conducted! This is important: I want to select the relevant team members with whom their team lead(s) can plan a conversation.
I can now follow up on these users in the Users tab of the selected push.
Step 3: Conduct the conversation
Once the template becomes available (in our case the 17th of December), the selected users will receive an email notification telling them a new template is available and the deadline before which they need to conduct the conversation.
Likewise, the selected users' team leads will receive an email notification telling them that they can now do this conversation.
If we flash forward to the future, the team lead now has the option to conduct the yearly performance review with its team members.
Let's plan one! When I hit the 'Plan' button I'll find my selected questions already filled in. I just need to set the time and date and I'm all set!
As I've set up during the creation of the template before, the team member can not start the conversation and needs to prepare it first.
Step 4: Follow up on pushed conversations
I can follow up on my users progress at any time by going to the pushes tab in Studio > Conversations > Pushes. There I can see the completion rate of my push, i.e. the amount of finished conversations compared to the total amount of assigned users.
If I want to check who of my users has already completed the conversations and who hasn't, I can click on the name of the push and go to the Users tab.
There I can see on a user's level who has conducted the conversation and who hasn't yet.
I can also have an overview of the finished conversations, by clicking on the conversations tab in the same page.
That's it! You now have an automated End-of-Year Performance Review in just a few steps!